Information for Committee Conveners and Chairs

  • Convene your committee early in the fall semester and have the members elect the chair for the academic year.
    • Notify the Faculty Senate Coordinator with the name of the chair.
      • Committee chairs comprise the Faculty Senate Administrative Committee (along with Faculty Senate leadership and the Provost).
      • The chair will be added to the email distribution list for the Administrative Committee. (See "Attend Administrative Committee meetings" below for more info.)
  • Identify a regular meeting time for your committee.
    • Contact the Faculty Senate Coordinator if you would like a Doodle poll to be done for you.
    • Notify the Faculty Senate Coordinator of your regular meeting time.
    • Notify the Faculty Senate Coordinator if you need rooms booked for meetings; or, you may book a meeting yourself.
  • Facilitating remote participation for your committee. 
    • Local callers: notify your Chair in advance if you need to call in to a meeting. If there is only one local caller, it is free for the Chair to call you instead of paying for a local call on Two Rivers. Please use this option if at all possible, unless everyone is comfortable with another free option like Google Hangouts or Zoom. 
    • Google Hangouts: A great option to use if you have multiple people calling in. Individuals can call in by video or phone. Need training on how to use Hangouts?  Training resources provided by UA include hoonuit, which provides training on how to utilize Hangouts.  See the Training Resources section on the OIT website to access honnuit: https://www.alaska.edu/oit/services/faculty-staff-training/resources/Google for Education also provides an online Training Center which includes instruction on Hangouts:  https://www.google.com/edu/training/.
    • Zoom: Another great video conferencing option that is similar to Google Hangouts. For more information, check out their website: https://zoom.us/
    •  Two Rivers Audio Conferencing: For non-local participants, or meetings where more than one local person needs to call in. The audio bridge number is provided below. You must reserve PINs for your meeting, or you might be meeting with another group other than your committee at the same time. Call the Faculty Senate Office at 907-474-7964 to reserve PINs. To help us avoid unauthorized charges, do not share PINs or post them publicly, please.
      • 1-866-832-7806
      • If you have just one local caller, call them from the phone or polycom device in your meeting room instead; that is free and helps our budget.
  • Review the Faculty Senate bylaws with your committee and decide if they need to be updated.
    • Go to the current "Committees" section of the bylaws. The bylaws are located on the Faculty Senate home page
    • Changes to committee-related bylaws require a formal motion to go before the full Faculty Senate for voting.
    • Look at a sample motion to change committee bylaws. See Chapter 4 in the Faculty Senate Handbook and Directory for more information about motions and resolutions, and for more examples.
    • The committee-approved motion is brought by the chair to the Administrative Committee for discussion and approval to be included in the next Faculty Senate meeting agenda.
    • Faculty Senate bylaws contain important information about the membership of each senate committee and should be regularly reviewed by the membership at least once a year.
    • Ex Officio members are non-voting members and do not count toward a meeting quorum.
  • What to do with requests from external entities
    • From time to time you may get requests from entities external to the Faculty Senate to look into a particular issue. If you have not received such a request in writing, please ask for it to be put in writing (email is fine). Share this with the Faculty Senate Coordinator and Faculty Senate leadership. By doing so, you will help facilitate answering any questions to ensure an issue is considered by the appropriate committee, and help in prioritization of tasks that committees are being assigned.
  • Set the agenda for committee meetings.
    • You may distribute agendas to your committee members if that is your preference; or, upon your request the Faculty Senate Coordinator will distribute them for you via email.
    • Include the meeting location and Google Hangout information (if applicable) in your agenda.
  • Identify a committee member to take meeting minutes during the meeting.
    • Usually minutes from the prior meeting are reviewed at the next meeting and approved by all committee members. Minutes can be approved via email if that is preferred.
    • Send a copy of the approved minutes to the Faculty Senate Coordinator for inclusion in the Administrative Committee and Faculty Senate meeting agendas.
    • Approved minutes will also be posted online at the committee's web page.
    • The Faculty Senate Coordinator is not available to take notes for committees with the notable exception of the Curriculum Review Committee (due to the extensive follow-up required with processing curriculum).
  • Attend Administrative Committee meetings.
    • Schedule of Faculty Senate and Administrative Committee Meetings is posted on the Faculty Senate Meetings page.
    • Committee actions (usually in the form of motions or resolutions) are brought by the committee chairs to the Administrative Committee for discussion. Upon the consensus of the Administrative Committee, actions will be included in the agenda for Faculty Senate.
    • The Administrative Committee is also a forum for discussion of issues affecting faculty and the university. The Provost is an Ex Officio member of the Administrative Committee.
    • Attending Administrative Committee meetings is not optional. If a chair can not make a particular meeting, arrange for an alternate to attend that meeting.
    • If a committee has co-chairs, both usually attend the Administrative Committee meetings. If one of the co-chairs can not attend, the co-chair in attendance has the responsibility to update the other.
  • Attend Faculty Senate meetings.
    • Attendance at Faculty Senate meetings is a primary responsibility of all Faculty Senate members, but particularly committee chairs.
    • If your committee has formal action for the Faculty Senate, the chair brings this action to the floor of the senate and provides background and information and answers questions as necessary.
    • If an action is referred back to the committee, the chair brings the matter back to the committee at their next meeting.
  • Prepare an annual report at the close of the academic year.
    • The annual report summarizes the work of the committee for the past academic year. Its purpose is to inform and prepare the next term's committee for continuing business.
    • The annual report is turned in prior to the last Administrative Committee meeting in April to be included in the May Faculty Senate agenda.
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